6) References

1. Rubenstein, B. How to write a memo. Retrieved March 10, 2010 from http://www.wikihow.com/Write-a-Memo

2. Perkins, C., Brizee, A. Sample Memo. Retrieved February 22, 2011 from http://owl.english.purdue.edu/owl/resource/590/04/

3. Huron Intermediate School District. Sample Memo. Retrieved February 3, 2011, from http://www.msu.edu/~zuidema2/TWmemo.pdf

4. Thrush, E. How to Write a Memo: Standard Conventions for Inter-Office Business

Correspondence. Retrieved October 12, 2010, from

http://www.suite101.com/article.cfm/communications_skills/34825

5. Chesanow, N. How to Write Memos! Excerpted from "Quick, Take This Memo", The

Washington Post 9/17/87. Retrieved February 24, 2011, from

http://depts.gallaudet.edu/englishworks/writing/memowriting.html

7) EXERCISES

Exercise 1. Mark the statements as true (T) or false (F).

1. A memo is short for memorandum. _________

2. It cannot be send without a salutation. ___________

3. A memo is usually sent to more than one person. __________

4. Memo’s are usually short and to the point. ___________

5. A memo is usually sent to people in a different company. _________

6. A memo has a specific date format. _________

7. You should always reply to a memo. _________

8. A memo usually has one specific format. _________

9. Memo writing is similar to letter writing. __________

10. You can write a memo on paper or as an email. __________

Exercise 2. Match the parts and content of a memo.

Parts of a memo	Content of a memo
1. Header	A. The purpose of this memo is to provide company guidelines for all member of staff who need to write memos.
2. Opening	B. Please refer to these guidelines in future to maintain a consistent style and content of all company memos.
3. Main Body	C. To: All Managerial and Secretarial Staff From: Samantha Ng, Office Manager Date: 6 February 2011 Subject: Memo Writing Guidelines
4. Closing Sentence	D. Pre-printed memo paper should be available but if not, plain paper can be used as long as it is clearly headed with the word MEMORANDUM or MEMO. Other headings usually include To, From, Subject and Date. The use of names and titles depends on the formality of the memo and the relationship between the writer and receiver. The date must be written in full. The subject of the memo must be immediately obvious and should be written as a noun phrase. A memo is not presented like a letter so there is no need for greetings such as 'Dear Mrs. Wong' or endings like 'Yours sincerely'. However, colleagues who know each other well may add handwritten names to maintain a human touch. Each memo should only deal with one subject. Paragraphs should be numbered. The language of the memo should be short and simple. The organization of a memo should be: paragraph 1 – purpose of the memo, paragraph 2 – states the details, final paragraph – states clearly what action is required. The memo must be signed.

Exercise 3. Number the given parts of the memo in the correct order.

__ A. I attach the doctor’s note.

__ B. Message:

__ C. Thank you.

__ D. Please confirm that the cost of the medicine is covered by the company health scheme.

__ E. Date: 27 March 2011

__ F. I was sick yesterday, and therefore I couldn’t come to work.

__ G. To: Julia Wong, Human Resources

__ H. Subject: Sick leave certificates

__ I. In order to receive sick pay, I need to send in my doctors note.

__ J. From: K.K. Wong, Sales

Exercise 4. Read the 3 memos below and choose the correct subject for each.

a. Company health club

b. New general manager

c. New sales manager

d. Closure of cafeteria

e. Meeting postponed

f. Conference rooms

MEMO 1

Date: October 30, 2010

To: All staff

From: Rehan Ali

Subject: ______________________________

Arifa Rehman has been appointed General Manager following the retirement of Zubeda Hussain. All staff are requested to attend an informal meeting in the cafeteria on Monday, November 5 at 4:30 p.m. where they will be introduced to Ms Rehman.

MEMO 2

Date: November 30, 2010

To: All employees

From: Faiza Saleem

Subject: ______________________________

Many of the sales staff are absent due to flu, therefore, the November monthly sales meeting scheduled to be held on November 27 has been postponed. The meeting will now be held on Monday, December 3 at 10 a.m. in the Conference Room.

MEMO 3

Date: October 30, 2010

To: All employees

From: Farha Naz

Subject: _____________________

The new company health club has been completed and will be open from Monday, November 12. Opening hours will be 7:00 a.m.– 9:00 p.m. and 5:30-9:30 p.m. Monday to Friday. If you would like to use the health club, please fill out the attached registration form.

Exercise 5. Give an effective subject title, an introductory statement and an appropriate closing to the 3 memos below.

MEMO 1

TO:                 All Marketing Managers

FROM:           Pat Ruiz, Director of Marketing

DATE:            April 5, 2010

SUBJECT: ___________________

A recent survey of car buyers uncovered some very interesting information about what electronic options they really wanted in new cars. Some technology visionaries have been saying that car buyers wanted a lot of fancy electronic gadgets, but the survey showed that only 5.1 percent, for example, wanted a trip computer. Most car buyers mentioned cruise control (79.1 percent). A total of 6.1 percent said they wanted antilock brakes. A smaller percentage (50.5 percent) wanted keyless entry. Farther down the list we found that buyers wanted CD players (34.1 percent).

 MEMO 2

TO:                      All Department Heads

FROM:                Director of Human Resources

DATE:                 April 5, 2010

SUBJECT: __________________  

The employee leasing program has proven to be an efficient management tool for various departments in our organization because we take care of everything.  Our program will handle payroll preparation.  Moreover, benefits for employees are covered.  We also know what a chore calculating worker’s compensation premiums can be, so we do that for you.  And we make all the necessary state and federal reports that are required today.  

MEMO 3

TO:                      Our Valued Customers

FROM:               Ralph Chin, Customer Relations

DATE:                April 5, 2010

SUBJECT: ___________________

We are concerned about your safety in using our automated teller machines (ATMs) at night, so we think you should consider the following tips.  Users of ATMs are encouraged to look around – especially at night – before using the service.  If you notice anything suspicious, the use of another ATM is recommended.  Or you could come back later.  Another suggestion that we give our customers involves counting your cash.  Be sure that the cash you receive is put away quickly.  Don’t count it as you get it.  It’s better to check it in the safety of your car or at home.  Also why not take a friend with you if you must use an ATM at night?  We also suggest that you park in a well-lighted area as close to the actual location of the ATM as possible.

Exercise 6. Give the purpose of the memos in 1 sentence.

MEMO 1

To:          Katherine Chu, Regional Manager From:     Stephen Yu, Sales Date :     28 February 2011 Subject:  My resignation

___________________________________________________

I have appreciated very much my four years working for the company G & S Holdings. The training has been excellent and I have gained valuable experience working within an efficient and professional team environment. In particular, I have appreciated your personal guidance during these first years of my career.

I feel now that it is time to further develop my knowledge and skills base in a different environment.

I would like to leave, if possible, in a month's time on Saturday, 2 April. This will allow me to complete my current workload. I hope that this suggested arrangement is acceptable to the company.

Once again, thank you for your support.

MEMO 2

To:        Sandra Lai, Manager From:    Hugo Tsang, Staff Liaison Committee Date:     28 February 2011 Subject: Smoking in the office building

Purpose: _____________________________________________________________________________

Background: A number of staff has reported persistent respiratory illnesses while others believe that cigarette smoke in the company's offices is unpleasant. Recently the Staff Committee discussed this issue and voted by a majority of 19 to 18 to propose banning cigarette smoking in the company's offices.

Advantages: The staff in favor of banning smoking believe that the overall comfort and health of staff would improve if this change were to happen. This could reduce illness and staff absenteeism and ultimately increase productivity.

Request: The Staff Liaison Committee would like you to consider this issue and the possibility of banning smoking in the company's offices.